Solutions for Enterprise Wide Procurement (SEWP)

Solutions for Enterprise Wide Procurement (SEWP)

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AgendaAgenda

Introductions

SEWP 516 Information

SEWP Overview

Website and Quote Request Overview

Additional SEWP Information

Website and SEWP Tool Walk Through

Conclusion

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516 is the Law516 is the Law

Section 516 of the Consolidated and Further Continuing Appropriations Act, 2013 restricts the use of FY13 appropriated

funds

Sec. 516 (a) None of the funds appropriated or otherwise made available under this Act may be used by the Department of

Commerce and Justice, the National Aeronautics and Space Administration, or the Nation Science Foundations to

acquire and information technology system unless the head of the entity, has made an assessment of any associated

risk with such system being produced, manufactured or assembled by one or more entities that are owned, directed or

subsidized by the People’s Republic of China.

(b) None of the funds appropriated or otherwise made available under this Act may be used to acquire an information

technology system described in an assessment required by subsection (a) and produced, manufactured or assembled

by one or more entities that are owned, directed or subsidized by the People’s Republic of China unless the head of

the assessing entities described in subsection (a) determines, and reports that determination to the Committees on

Appropriations of the House of Representatives and the Senate, that the acquisition of such system is in the

national interest of the United States.

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NASA IT Review ProcessNASA IT Review Process

NASA has created a review and approval procedure• http://www.hq.nasa.gov/office/procurement/regs/pic13-04.html

All IT orders must be sent to a review board unless pre-approved• Some items have been preapproved. The list is updated frequently:

https://teams.share.nasa.gov/hq/ocio/security/itscommunity/GRC/SitePages/Supply%20Chain%20Risk%20Management%20(SCRM).aspx

• A Request for Investigation (RFI) must be sent to: gsfc-it-purchases@lists.nasa.gov

Orders may be delayed for long periods awaiting HQ reviewEnd-users encouraged to purchase from pre-approved list

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NASA IT PurchasingNASA IT Purchasing

Always check NASA contracts first, including ACES and SEWP•Simplified credit card ordering process•Waivers for SEWP usage for credit card orders (this is not a 516 waiver)

1) Case by case after SEWP office reviews:

- Items not available

- Lower pricing not available – submit to SEWP for review

- Time criticality

- Previously waived

2) Software directly from software company

SEWP is assisting in the credit card process as requested:• reviewing pre-approved list•providing and tracking RFI’s•submitting / tracking RFQ’s

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SEWP’s RoleSEWP’s Role

Consulting / Assisting Goddard CIO and Procurement staff

The review process requires information on the Vendor (Contract Holder) and manufacturers•SEWP Contract Holder page already has data needed for Contract Holders•Staff is currently going through the 4500 manufacturers and identifying their HQ

address and Country •The goal is to simplify the paperwork required by the end user

All SEWP contracts include the required 516 clause

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SEWP in a NutshellSEWP in a Nutshell

IDIQ Contract Vehicle for purchase of IT and AV Product Solutions and related Technologies and Services

Government-Wide Acquisition Contract (GWAC)- Available to all Federal Government Agencies

• All Federal Agencies have utilized SEWP- Available to Authorized Federal Contractors

SEWP IV ends April 30, 2014 SEWP V RFP released – bids due in the fall < V > in slides indicates SEWP V feature

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Products in ScopeProducts in Scope

IT Hardware: Computers / Accessories •Tablets, Laptops, Embedded Systems, Desktops, Servers, Supercomputers

Software and Virtualization:•Commercial software packages of any variety•Software As A Service•Cloud Computing•Virtual Storage

Peripherals and Associated Equipment: •Printers / Fax / Supplies•Monitors, Keyboards, Cables, etc.•Computer Carts, Racks and Enclosures

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Products in Scope (continued)Products in Scope (continued)

Networks / Communications/ Security•Network Appliances/Connectivity: Routers, Modems, Wireless•Telecommunication Device

- < V > Monthly Services

•Control and Authentication Devices / Security Appliances / Surveillance Systems

Storage•Backup and Recovery, Disk Systems, Network Based Storage•DVD, CD, Tape and Digital Systems•Storage Accessories

Audio Visual / Conferencing•Cameras, Display Monitors, TV, Projectors and Screens•Video and Tele-conferencing•Speakers, Microphones, Theater and Music Systems, Lighting

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Services in Scope(No Limitation)

Services in Scope(No Limitation)

Maintenance / Warranty•Can be on–site if clearly maintenance functions

Site Planning

Installation: Hardware / Cabling / Software / etc.

Product Training

< V > On-site Product Based Engineering

Services below have no limitation:> Do not need to be associated with a product purchase> Can be any dollar amount

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Scope: Services Limited in ScopeScope: Services Limited in Scope

This pertains to Competed Contract Holder Groups A, B, C and D

The following cannot exceed 10% of a delivery order total dollar amount:•Software Development

•On-site Operational Labor

•On-site Engineers (< V > not limited in SEWP V)

•Consulting (unless part of in scope services)

•Staff Augmentation

< V > Percentage changes from 10% to 5%

Other Options:

•GSA Alliant, NIH CIO-SP or other support service contracts

•Group E non-competed 8(a) set-asides (limited in size)

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Never in Scope – SEWP IVNever in Scope – SEWP IV

Medical Equipment • < V > In scope for SEWP V if IT related

Military Equipment

Buildings

Wheels / Engines / Propellers

Sensors: Smoke / Gunshot / etc. • < V > In scope for SEWP V

Office Furniture: Chairs / Desks / etc.

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Product Solution AvailabilityProduct Solution Availability

SEWP is ‘Catalog by Request’ not ‘Request by Catalog’•Quote Request tool available on-line •No traditional searchable catalog•Quotes are verified against contract catalog

Dynamic Catalog• Items added to contract based on customer requests•Contract Holder requests to add products are reviewed and either approved or

denied within 2 to 4 hours•On-line contract database of record

< V > Quick turn around RFI tool to request availability as part of market research

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Quote VerificationQuote Verification

Verification File • Verifies items on contract & properly priced• Shows discount off contract price

User must compare line items on quote with verification file

If Quote does not match verification file• Ignore Quote• Notify help@sewp.nasa.gov

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Fair OpportunityFair Opportunity

Fair Opportunity MUST BE provided within a Contract Group•Opportunity may be provided across multiple Groups

Fair Opportunity Applies to any Multi-award Contract•FAR 16.505(b)•Process for Fair Opportunity (per FAR) is at CO’s Discretion

- SEWP Quote Request Tool is the only RECOMMENDED method•Does not apply to orders under $3000

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Determination of SEWP GroupsDetermination of SEWP Groups

SEWP V Contract Awards based on Distinct Competition Areas

Group A • Original Equipment Manufacturers (OEM) and Value Added Resellers (VAR)

• Full and Open Competition

Group B – 2 set asides• Value Added Resellers (VAR)

• Service Disabled Veteran-Owned (SDVOSB) Set-Aside Competition

• < V > Hub-zone Set-Aside Competition

Group C • Value Added Resellers (VAR)

• Small Business Set-Aside Competition

Group D • Primarily Value Added Resellers (VAR)

• Full and Open Competition

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Business Size DesignationsBusiness Size Designations

NAICS Codes and business sizes are defined at the contract levelGroup A: NAICS Code 334111

- 6 Other Than Small Contract Holders

- 2 Small Business Contract Holders

- 1 SDVOSB Contract Holder

Group B: NAICS Code 541519 - 5 SDVOSB Contract Holders

- 1 Other Than Small Contract Holder (rerepresentation)

Group C: NAICS Code 541519 - 9 Small Business Contract Holders

- 3 Other Than Small Contract Holders (rerepresentation)

Group D: NAICS Code 541519 - 14 Other Than Small Contract Holders

- 1 Small Business Contract Holder

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Contract BasicsContract Basics

Basic Contracts on-line including table of incorporated clauses

Delivery Order Against Existing Contract•Additional Clauses / T’s and C’s may be negotiated at the delivery order level

Agency Specific Policies Are Easily Applied

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WebsiteWebsite

General Information

• Contracts

• Points of Contact

- Program Performance Page

Quote Request Tool

• Create new request

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PricingPricing

Contract Price• Contract discount structure • Comparison to other contract prices• Less Than GSA Price

Quoted Price•Purchases can be consolidated to maximize price discounts• Internal competition results in line item discounts•Product Prices may be negotiated/questioned

Delivery Order With Options•Order awarded for recurring supplies/services needs with options to purchase from

the same quote/initial order for a defined period of time•Delivery orders can be structured similar to a purchase agreement•Fair Opportunity required for initial order

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Variable Priced Line ItemsVariable Priced Line Items

All Line Items on SEWP are Fixed Price except:

5 Variable priced CLINS on every SEWP IV Contract•SEWP-Z: For SEWP fee•CREDIT-Z: For Credits•TRAVEL-Z: For Travel in support of in-scope services

- Must follow GSA Travel pricing and regulations

•DELIVERY-Z: For Delivery and Shipping costs•OPEN-Z: For Open Market Items

- Items within SEWP’s scope- Not currently on contract- Total price of all OPEN-Z CLINs must be below micro-purchase limit ($3,000)

< V >: OPEN-Z and SEWP-Z deleted

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Save Money: Low Prices, Lower Fees Save Money: Low Prices, Lower Fees

Surcharge

Order Amount Fee Percentage

$0 to $2,222,222 0.45%$ 2,222,222 and up Capped at $10,000

Comparison to other major IT Contract fees: - GSA Schedules: 0.75% (built in) with no cap

Program budget is self-contained:• NASA provides no direct SEWP funding• No SEWP funding is provided to NASA except for overhead costs

Fee may be either a separate line item or included in product pricing< V > Fee will be included in product pricing< V > SEWP V fee has not been set

Effective November 1, 2010

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SEWP SupportSEWP Support

During Business Hours (7:30AM-6:00 PM EST)

• Phone-Call, call, call (301) 286-1478

• Online Chat-Available at www.sewp.nasa.gov

Assistance Anytime

• help@sewp.nasa.gov

Free Training via on-line video and on-site sessions

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Procurement LifecycleProcurement Lifecycle

Pre-Order Support•Review Requirements when scope is uncertain•Assistance on SEWP Processes including step-by-step walk through•Online Quote Request Tool

Order Processing•Review, process and forward orders to Contract Holder

- Orders must be sent to SEWP Program Management Office (PMO) by Government Agency

•Reconcile and track orders through completion

Post-Order Support•Process and post order status data•Assist with order resolution

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Order ProcessOrder Process

Submission Options:•Through the Quote Request Tool (QRT)

- Submit Credit Card Order- Upload Delivery Order

•Via Email (sewporders@sewp.nasa.gov) or Fax (301-286-0317)- Send Quote for CC Order- Send Delivery Order

SEWP Program Office does not supply award information•QRT includes an optional Award Notification Function

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Post-Award Issues Post-Award Issues

From FAR Part 16.505:All Orders

•Fair Opportunity issues may be referred to an Ombudsman$5 Million and less:

•Post-award debriefs and award notification are at the Issuing Agency’s discretion$5 Million or more:

•Post-award debriefs shall be provided•Contracting Officer shall notify unsuccessful bidders

Protests:•Orders under $10 M only protestable for period of performance

- Follow SEWP Recommendations for orders extending past 2014•Orders over $10 M may be protested (FAR 33.104)

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SEWP by the NumbersSEWP by the Numbers

38 Competed Prime Contract Holders•17 Small Businesses include 2 Set-Aside Groups:

- Small Business- SDVOSB

4,500+ Manufacturers• Including Cisco, Apple, NetApp, EMC, APC, Microsoft, Oracle, etc.

2,400,000+ Products & Product Based Services

7 year contracts – available through April 2014•FAQ provides guidance for orders extending beyond April 2014

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SEWP Customer Service ContactsSEWP Customer Service Contacts

Web www.sewp.nasa.gov 24x7x365

E-mail Help@sewp.nasa.gov Get answers within 24 hours

Helpline 301-286-1478 Mon–Fri, 7:30 AM–6:00 PM ET

Fax 301-286-0317 Fax orders

E-mail Orders

sewporders@sewp.nasa.gov E-mail orders

Mail Mailstop 703.S, NASA GSFC, Greenbelt, MD 20771

Find UsNASA SEWP

Follow SEWP@nasasewp

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The SEWP Management TeamThe SEWP Management Team

Program Mgr. / COR Joanne Woytek 301-614-7128 Joanne.Woytek@nasa.gov

Deputy Program Mgr. Darlene Coen 301-614-7127 Darlene.E.Coen@nasa.gov

Financial Manager Theresa Kinney 301-614-7138 Theresa.M.Kinney@nasa.gov

Operations Manager Terita Easton 301-614-7111 Terita.M.Easton@nasa.gov

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SEWP WebsiteSEWP Website

V. 09/10/13

• Frequently Asked Questions

• Order Status

• Agency Specific Pages

• Manufacturer lookup

• QRT Features

• Quote verification

SEWP Scope InformationSEWP Scope Information

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Scope: Computer HardwareScope: Computer Hardware

Tablets, Laptops, Embedded Systems

Desktops, Servers, Supercomputers

Peripherals and Accessories: Monitors, Keyboards, Cables, etc.

Computer Carts, Racks and Enclosures

Computer Cards / Boards

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Scope: Network and CommunicationsScope: Network and Communications

Network Appliances

Network Connectivity: Routers, Modems, etc.

Telecommunication Devices

Wireless Networking

Cables and Accessories

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Scope: Security HardwareScope: Security Hardware

Control and Authentication Devices

Forensic Systems

Computer Anti-Theft Hardware

Security Appliances

Surveillance Systems

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Scope: Supporting HardwareScope: Supporting Hardware

Scanners, Barcodes, RFID Devices

Cooling Systems

Digital Devices; e.g. Calculators

GPS

Remote Management

Printers, Copiers, Fax Machines, Shredders•Associated Supplies

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Scope: Specialized HardwareScope: Specialized Hardware

Notification Systems associated with Computer Facility

Asset Management Systems

Computer Room Monitoring

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Scope: Storage HardwareScope: Storage Hardware

Backup and Recovery

DVD, CD, Tape and Digital Systems and Supplies

Disk Systems

Network Based Storage

Storage Accessories

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Scope: AV / ConferencingScope: AV / Conferencing

AV Equipment and Accessories

Cameras, Display Monitors, Consoles, etc.•Accessories including privacy screens and camera accessories

Video and Tele-conferencing

Speakers, Microphones, Theater and Music Systems, Lighting

TV, Projectors and Screens

Visualization Systems

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Scope: ElectricalScope: Electrical

Note: Must be related to an IT / AV system

Power Conditioning

Uninterrupted Power Supply, Batteries, etc.

Cables, Components, etc.

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Scope: Software and VirtualizationScope: Software and Virtualization

Commercial software packages of any variety

Software As A Service

Cloud Computing

Virtual Storage

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Scope: Services Fully in ScopeScope: Services Fully in Scope

Maintenance / Warranty / Help Desk Support

Installation of In-Scope Products

Site Planning; e.g. determining what products are required

Product Based Training

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Scope: Services Limited in ScopeScope: Services Limited in Scope

This pertains to Competed Contract Holder Groups A, B, C and D

The following cannot exceed 10% of a delivery order total dollar amount:

•Software development

•On-site operational labor, on-site engineers

•Consulting (unless part of in scope services)

•Staff augmentation

Other Options:

•Group E non-competed 8(a) set-asides (limited in size)

•GSA Alliant, NIH CIO-SP or other support service contracts

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Scope: Options for ServicesScope: Options for Services

SEWP Group E 8(a) non-competed contracts can provide support services•4 Contract Holders•Each capped at $4 Million per contract•Remaining amount on each contract is displayed in Quote Request tool

Other GWACS•NIH CIO-SP and GSA Alliant and other GSA GWACs are geared to support services

DIY (Do It Yourself)

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Scope: What You Cannot BuyScope: What You Cannot Buy

Mobile Data Collection Device

Wheels, Engines

Medical Devices

Fire Suppression Systems / Maintenance

Military Technology (if outside the scope listed previously)

Sensors

Office Furniture

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Group AGroup A

Full and Open Competition

Computer System OEMs and Value Added Resellers

Alliance IT SDB

Dell Other than Small

Force 3 Small Business

Four Points SDVOSB

HP Other than Small

IBM Other than Small

PCMall / GMRI Other than Small

SGI Other than Small

UNISYS Other than Small

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Group BGroup B

Service Disabled Veteran-Owned Small Business Set-Aside

Value Added Resellers

Alvarez Associates SDVOSB

FedStore SDVOSB

i3 SDVOSB

MicroTech Other than Small

Three Wire SDVOSB

Thundercat SDVOSB

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Group CGroup C

Small Business Set-Aside

Value Added ResellersAffigent Small Business

Blue Tech WOSB/HUBzone

CounterTrade Products WOSB

FCN WOSB

GC Micro Small Business

iGov Small Business

immixGroup Other than Small

Intelligent Decisions Other than Small

Merlin VOSB

Red River Small Business

Sword and Shield Small Business

Technica Other than Small

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Group DGroup D

Full and Open Competition

Value Added Resellers Best Buy Other than SmallCDW-G Other than SmallCounterTrade Products (also Group C) WOSBDataLine Other than SmallEmtec Other than SmallGovConnection Other than SmallGTSI Other than SmallimmixGroup (also Group C) Other than SmallIron Bow Other than SmallLanier/Ricoh (Printer OEM) Other than SmallPCMall / GMRI (also Group A) Other than SmallPresidio Other than SmallSoftChoice Other than SmallUnisys (also Group A) Other than SmallWWT Other than Small

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Group E: 8a Set-Asides (non-competed)Group E: 8a Set-Asides (non-competed)

Non-Competed 8(a) Set-Aside Contracts• Complement Prime Vendor (competed) contracts

• Primarily product based services

• Limited to $4.0 million per contract

Vaz Tech www.vaztech-inc.com

Copper River Information Technology www.copperriverit.com

Victory Global Solutions, Inc. www.victorygs.com

PSI Technology www.petrosys.com